🚨 IMPORTANT WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED

https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR ENTIRE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

Operations and Dispatch Virtual Assistant

🆔 Job ID: MATJAZ1
🏢 Industry: Landscape and Hardscape
🌎 Location: LATAM / PH / Egypt / South Africa
🕒 Job Status: Part Time
⏰ Work Schedule: Monday to Friday, 7:00am / 8:00am – 1:00pm CST (20–30 hours/week)
💰 Salary: $7 – $9 per hour
🚀 Target Start Date: Mid February

Role Overview

About the Client

The client is a premier, full-service landscape and hardscape contractor based in Verona, Wisconsin, serving the greater Madison area. Since 2010, they have built a strong reputation for delivering:
• High-quality residential and commercial services
• Routine lawn maintenance and mowing
• Complex design-build construction projects

About the Role

We are seeking a proactive and detail-oriented Virtual Assistant to act as the owner’s right hand.

The role involves:
• Streamlining operations as the owner currently manages admin, scheduling, and dispatch manually
• Providing high-level support as the company approaches peak season in mid-March
• Anticipating tasks, offering solutions, and managing time effectively
• Learning the intricacies of the landscaping and hardscaping industry

Key Responsibilities

Communication & Dispatch

• Handle inbound and outbound calls using a VoIP system (e.g., Verizon VoIP)
• Manage voicemails and ensure timely follow-ups
• Represent the brand professionally in all communications
• Route technical questions to the owner as needed
• Conduct email and phone follow-ups with leads and existing customers
• Ensure a high-touch customer experience

Scheduling & Operations

• Manage the owner’s Google Calendar, scheduling estimates and project start dates
• Implement reminder systems to reduce no-shows
• Coordinate with field crews to provide timely updates on schedule changes

Data Entry & Project Tracking

• Utilize SynkedUp (industry-specific CRM/project software) to log:
– Employee hours
– Material usage
– Expenses
• Compare estimated costs vs. actual usage (stone tonnage, labor hours) and flag overruns for owner review
• Organize digital receipts and maintain up-to-date project records

Qualifications & Skills

Required

• Fluent spoken and written English; ability to build rapport with U.S.-based clients over the phone
• Critical thinking and ability to prioritize tasks while providing solutions
• Comfortable learning new software and managing cloud-based tools (Google Workspace)
• Reliable computer, stable high-speed internet, and power backup

Nice to Have

• Prior experience in home services, landscaping, construction, or property maintenance
• QuickBooks experience or familiarity
• Facebook ad entry and Instagram experience, ability to create ads if possible